How to make a job interview by phone: 4 tips to make a great first impression.

Calling to inquire about job opportunities is not only a quick way to gather recruitment information, but also a great opportunity to make a good first impression on the recruiter. Through the call, you can learn more about the company and build a friendly relationship with the person receiving the call.

To make the phone call professional and effective, you should:

• Research the company beforehand : Knowing the job position and company information will help you feel more confident.

• Practice what you will say beforehand : Prepare questions and a concise way to introduce yourself.

• Maintain a professional and friendly demeanor : A clear voice and polite attitude will leave a good impression.

A well-prepared call not only helps you gather information quickly, but also increases your chances of getting an interview invitation.

How to make an effective job interview phone call.

• Prepare before the call : Create a brief script of what you want to say. Maintain a friendly, natural, and approachable tone.

• Keep it concise and focused : Avoid rambling and get straight to the point of the call, which is to ask about job opportunities.

• Introduce your skills and abilities : If notified of a vacancy, briefly summarize why you are a good fit for the job.

• Ask about the application process : End the call by asking if you can send your application form or CV.

• Maintain a professional demeanor : Speak clearly and politely, leaving a good impression on the recruiter.

A well-prepared call will help you quickly gather information, increase your chances of getting an interview invitation, and leave a positive impression on the company.

Tip 1: How to write a professional job application phone call script

Step 1: How to call and inquire about a job: A step-by-step guide

• Prepare your content before making the call.

  • Write down the main points you want to make to avoid forgetting them.

  • This includes: how to introduce yourself, your notable experience, and the type of position you are seeking.

  • If you need to write a script, use words you usually speak to make the tone natural and friendly.

• Introduce yourself

  • State your full name. For example: "Good morning, I am Nguyen Van A."

• Present relevant experience or achievements.

  • Briefly state what you have highlighted regarding your work. For example: “I am a web designer and IT professional with 10 years of experience, looking for a new challenge.”

• State the reason for calling.

  • For example: "I would like to have a minute of your time to inquire about job opportunities in your company's IT department."

• Tips from HR experts

  • Be confident, but humble.

  • You could start with something like: “I heard there might be a position open and I think I’d be a good fit for the team because…”.

  • This is an effective way to start a conversation without sounding demanding.

Step 2: How to prepare questions before calling to inquire about a job.

• List the questions you want to ask the company.

  • Ask about job openings in your area of ​​interest.

  • Ask for the best way to submit your application or track its results.

  • Ask for any additional information the company might need from you, such as supplementary documents or related paperwork.

• Anticipate the questions you might be asked and prepare your answers.

  • Why would you like to apply to this company?

  • Where did you hear about the company?

  • When can you have an interview or start working?

  • What is your desired salary?

• Note when replying

  • Answer concisely, honestly, and confidently.

  • Maintain a polite and friendly tone to make a good impression on the recruiter.

Step 3: How to practice before making a job interview call

• Choose a quiet space

  • Sit in a quiet place where you won't be disturbed, and prepare your script and list of questions.

• Try different ways of expressing it.

  • Practice speaking in different ways to achieve a natural, relaxed tone.

  • Keep the main points to under 1 minute.

• Practice pronouncing clearly.

  • Speak slowly and clearly, avoiding speaking too quickly or stuttering.

  • Try smiling while you speak; it can make your voice sound more confident and friendly.

• Record and listen back.

  • Listen to how you speak, and correct any inconsistencies such as saying "um" too much, having a monotonous tone, or speaking too quickly.

  • Adjust your voice to sound natural, professional, and engaging.

Tip 2: How to research a company before calling to apply for a job.

Step 1: How to find the right contact person before calling to apply for a job.

• Find out information about the employer.

  • Use LinkedIn, Facebook, Google, and the company's official website to find information about the hiring manager or department head you're interested in.

• Call the company's hotline.

  • Ask the operator to get the direct number or extension number of the person you want to contact.

  • Many companies are willing to provide the number if you ask politely and clearly.

• Note

  • Contacting the right person makes the call more effective and increases the likelihood of getting a response.

  • Write down accurate contact information before calling to avoid wasting time.

Step 2: How to research a company before calling to apply for a job.

• Research the company thoroughly.

  • Learn about the company's mission, goals, and development direction.

  • Review the current job description and employee profile to understand the type of personnel and job responsibilities.

• Utilize information sources

  • LinkedIn, the company's official website, and other social media platforms are used to gather information.

• Identify the reason you are interested.

  • Keep in mind the company's attractive features so you can answer if asked, "Why would you want to work at this company?"

  • This helps you demonstrate genuine interest and make a positive impression on the employer.

Step 3: How to manage company information before calling to inquire about a job.

• Create an information storage system.

  • If you contact multiple companies, use a spreadsheet to record information for each company.

  • Place contact information at the top for quick access when needed.

• Record call details

  • Include the date of the call, the outcome of the call, and the person you spoke to.

  • This helps you easily track progress and prepare for the next steps.

• Benefit

  • Clearly organized information makes calls more professional, saves time, and increases the likelihood of getting a response.

  • It's easy to prepare for follow-up if the employer needs more information or wants to schedule an interview.

Tip 3: Prepare the space and mindset before making job interviews.

Step 1: How to choose the right time to call and inquire about a job.

• Find out the right time.

  • Use the company website and your personal experience to determine the operating hours of the department you wish to contact.

• Call at the beginning of the workday.

  • This is a time when recruiters are usually less busy and more likely to answer calls.

• Avoid rush hour and lunchtime.

  • Avoid calling in the middle of the morning/afternoon when you're busy with work.

  • Avoid calling during lunchtime to ensure your call is received properly.

• Benefit

  • Choosing the right time makes it easier to approach recruiters, creates a professional impression, and increases the likelihood of receiving a response.

Step 2: How to choose a quiet place to make a job interview call

• Choose a quiet place

  • Make calls from a quieter location, allowing you to focus on a professional conversation.

  • Avoid being distracted by noise from the street, buildings, or surroundings.

• Inform those around you.

  • If there are other people present, please ask them to respect your call time and not disturb you.

• Benefit

  • A quiet environment helps you feel confident, speak clearly, and make a good impression on the recruiter.

Step 3: How to prepare the space and items before making a job interview.

• Choose a quiet place

  • Make the call from a quiet space, avoiding distractions from street noise or sounds inside the house.

  • If there are people around, ask them to be quiet while you're on the phone.

• Prepare the necessary items.

  • Paper and pen for taking notes.

  • A spreadsheet with contact and company information for quick reference.

  • A glass of water to avoid dry mouth while ordering.

• Select calling device

  • Use a landline phone for clearer sound and to reduce the risk of call interruption.

  • Avoid making the recruiter wait if they receive another call.

• Note during the call

  • To maintain professionalism, do not eat, drink (except water), smoke, or chew gum while on a call.

Step 4: Keep your resume handy when calling for a job interview.

• Refer to your resume when answering.

  • When asked about experience, use your resume to ensure the information you provide matches the information you submitted.

• Update your resume before calling.

  • Ensure all information is up-to-date to avoid causing confusion for the recruiter.

• Helps you answer more confidently.

  • Having your resume nearby can help you answer more fluently, especially if you feel stressed or anxious during the call.

Tip 4: How to make the right job inquiry phone call: Be confident and polite.

Step 1: Take detailed notes throughout the job interview.

• Record all important information.

  • Name of the person you're talking to, title, time and date of the call.

  • The content they share and the commitments you promised to make in order to follow up.

  • These are unexpected questions to help you research and better prepare for the next call.

• Update the information in the spreadsheet.

  • This helps track the progress of contact with each company, avoiding any omissions.

• Confirm and reiterate the commitment before concluding.

  • Example: “As promised, I will send your resume and list of references within the next two business days.”

  • Please double-check your contact information to ensure everything is correct.

• Benefit

  • Keeping your information organized helps with effective follow-up, creates a professional impression with recruiters, and prepares you well for subsequent calls.

Step 2: Prepare and schedule an interview time when calling to inquire about the job.

• Set aside your free time in advance.

  • Before calling, plan a time when you can attend the interview within the next two weeks.

• Provide a specific and professional response.

  • Avoid using vague statements like "anytime".

  • For example: "I'm free until noon on Tuesday and Wednesday, and on Friday afternoon."

• Use your personal calendar when making calls.

  • Open your calendar beforehand to easily determine the exact time quickly.

• Keep your appointments.

  • Do not change a pre-arranged appointment unless there is a valid reason or an emergency.

• Benefit

  • Demonstrating professionalism makes it easier for recruiters to schedule interviews and leaves a positive impression of you.

Step 3: How to be polite when calling to inquire about a job.

• Be polite to everyone.

  • Be polite to administrative staff, assistants, and even the person you want to contact directly.

  • Your manager might hear about your attitude, so always maintain a professional demeanor.

• Proper forms of address

  • Use "Mr./Ms." unless they request otherwise.

• Listen and don't interrupt.

  • Listen carefully to what they say, and don't interrupt them.

• Start the call politely.

  • Ask first: "Do you have a few minutes to talk?"

  • If they are busy, offer to call back and ask for a suitable time.

• End the call properly.

  • Regardless of the outcome, thank them for taking the time and listening to you.

• Benefit

  • A polite and respectful attitude creates a professional impression and helps you be highly regarded by employers.

Step 4: Send a thank-you letter after calling to inquire about the job.

• Send the thank-you letter on the same day.

  • Compose a formal email to thank the person you spoke with.

  • Do not wait more than one day after the call before sending the message.

• Attach the relevant documents if applicable.

  • If you still wish to apply, please attach your resume and a personalized cover letter.

  • Your cover letter should reiterate the information you learned from the call to demonstrate your interest in and understanding of the company.

• Benefit

  • A thank-you letter helps create a professional impression, reiterates your interest, and increases the likelihood of your application being considered by the employer.

References

1. https://www.indeed.com/career-advice/finding-a-job/what-to-say-when-calling-for-a-job
2. https://alis.alberta.ca/look-for-work/interviews-and-offers/questions-to-ask-in-a-job-interview/
3. https://www.indeed.com/career-advice/finding-a-job/applying-for-a-job
4. https://www.glassdoor.com/blog/7-research-job-interview/
   
5. https://hbr.org/2022/05/38-smart-questions-to-ask-in-a-job-interview
6. https://www.youthcentral.vic.gov.au/jobs-and-careers/how-to-find-a-job/ways-to-find-a-job/tips-for-job-cold-calling
7. https://edu.gcfglobal.org/en/jobsuccess/business-etiquette/1/
8. https://www.indeed.com/career-advice/interviewing/how-to-call-for-job-interview

Translated by Leigh Kennedy Ly .